The District's non-instructional services and business operations assist in the delivery of the education program and include, but are not limited to, transportation, the school lunch program, and business services. The Board, as it deems necessary, will provide additional non-instructional services to support the District’s education program. It shall be the goal of the Board to provide non-instructional services and to conduct its business operations and use of public funds in an efficient manner.
Approved: Prior to 2001
Reviewed:
Revised: October 16, 2014
The District will operate a school lunch and breakfast program in each attendance center. The school food program services will include meals through participation in the National School Lunch Program and supplementary foods for students during the school day. Students may bring their lunches from home and purchase milk or juice and other incidental items.
School food service facilities are provided to serve students and employees when school is in session and during school-related activities. They may also be used under the supervision of the food service director for food service to employee groups, parent-teacher meetings, civic organizations meeting for the purpose of better understanding the schools, and senior citizens in accordance with Board policy.
The school food program is operated on a nonprofit basis. The revenues of the school food program will be used only for paying the regular operating costs of the school food program. Supplies of the school food program will only be used for the school food program.
The Board will set, and periodically review, the prices for school lunches, breakfast and special milk programs. It is the responsibility of the Superintendent to make a recommendation regarding the prices of school lunch, breakfast and milk. Employees, students and others will be required to deposit funds to pay for meals consumed.
It is the responsibility of food service director to administer the program and to cooperate with the Superintendent and head cook for the proper functioning of the school food program.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
Students enrolled and attending school in the District, who are unable to afford the special milk program, the cost or a portion of the cost of the school lunch, breakfast and/or supplemental foods, will be provided the school food program services at no cost or at a reduced cost.
It is the responsibility of the food service director, building principal or designee to determine if a student qualifies for free or reduced cost school food services. Students, whom the principal believes are improperly nourished, will not be denied the school food program services simply because the paperwork has not been completed.
Students who participate in free or reduced price meal programs will not be distinguished in any way from students who pay the regular price; great care shall be taken to protect the anonymity of these students. Their names will not be made known to any person except such staff member or members as needed to make the special arrangements for them.
Employees, students, and others will be required to deposit funds to pay for meals consumed.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
Elementary and middle school students living more than two miles from their designated school attendance centers and high school students living more than three miles from their designated attendance centers are entitled to transportation to and from their attendance center at the expense of the District.
Distance to designated attendance center or to a bus route shall be measured on the public highway or street only and over the most passable and safest route as determined by the administration, from the roadway opposite the entrance to the school grounds to the roadway opposite the entrance to the student’s residence, except that dead-ends and/or housing developments shall be measured from the point of the public highway or street opposite the entrance to such dead-ends or developments.
Transportation of students who require special education services will generally be provided as for other students, when appropriate. Specialized transportation of a student to and from a special education instructional service is a function of that service and, therefore, an appropriate expenditure of special education instructional funds generated through the weighting funds or IDEA federal funds designated for special education purposes.
Transportation of a student to and from a special education support service is a function of that service, and shall be specified in the individualized education program (IEP) or the individualized family service plan (IFSP). When the IEP team determines that unique transportation arrangements are required and the arrangements are specified in the IEP or IFSP, the District will provide one or more of the following transportation arrangements for instructional services and the AEA for support services:
• Transportation from the student's residence to the location of the special education and back to the student's residence, or child care placement for students below the age of six.
• Special assistance or adaptations in getting the student to and from and on and off the vehicle, en route to and from the special education location.
• Reimbursement of the actual costs of transportation when by mutual agreement the parents provide transportation for the student to and from the special education location.
The District is not required to provide reimbursement to parents who elect to provide transportation in lieu of agency-provided transportation.
A student may be required, at the Board's discretion, to meet a school vehicle without reimbursement up to three-fourths of a mile. The Board may require the parent to transport their children up to two miles to connect with school bus vehicles at the expense of the District when conditions deem it advisable. It is within the discretion of the Board to determine such conditions.
Parents of students who live where transportation by bus is impracticable or unavailable may be required to furnish transportation to and from the designated attendance center at the expense of the District. Parents, who transport their children at the expense of the District, shall be reimbursed at the rate per mile set by the state.
Transportation arrangements made by agreement with a neighboring school district will follow the terms of the agreement. Generally, parents of students who choose to attend a school in a school district other than their resident school district, will provide transportation to and from the school at their own expense.
The administration may assign pupils transported to school by bus to any elementary school or schools in order to equalize enrollment and to avoid overcrowded conditions. This applies both to resident and to non-resident students.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised:02/24/17
The Board in its discretion may provide District transportation for extracurricular activities including, but not limited to, transporting student participants and other students to and from extracurricular events.
Students participating in extracurricular events, other than those held at the District facilities, may be transported to the extracurricular event by District transportation vehicles or by another means approved by the Superintendent. Students attending extracurricular events, other than those held at the District facilities, may be transported to the extracurricular event by District transportation vehicles.
Students, who are provided transportation in District transportation vehicles for extracurricular events, shall ride both to and from the event in the school vehicle unless arrangements have been made with the building principal or sponsor prior to the event. A student's parent may personally appear and request to transport the student home from a school-sponsored event in which the student traveled to the event on a District transportation vehicle.
It shall be the responsibility of the Superintendent to make a recommendation to the Board annually as to whether the District shall provide the transportation authorized in this policy. In making the recommendation to the Board, the Superintendent shall consider the financial condition of the District, the number of students who would qualify for such transportation, and other factors the Board or Superintendent deem relevant.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
Transportation to and from the student's attendance center for summer school instructional programs is within the discretion of the Board. It is the responsibility of the superintendent to make a recommendation regarding transportation of students in summer school instructional programs at the expense of the District. In making the recommendation to the Board, the superintendent will consider the financial condition of the District, the number of students involved in summer school programs, and other factors deemed relevant by the Board or the superintendent.
The District may use school vehicles for transportation to and from summer extracurricular activities. The superintendent will make a recommendation to the Board annually regarding their use.
Approved: 1997-1998
Reviewed:FY 2016-2017, December 19, 2016
Revised: 02/24/17
The District will conduct school vehicle safe riding practices instruction and emergency safety drills twice a year for students who utilize District transportation. Each school bus vehicle will have, in addition to the regular emergency safety drill, a plan for helping those students who require special assistance to safety during an emergency. This will include, but not be limited to, students with disabilities. District vehicle drivers are required to attend each safety drill.
Employees shall be responsible for instructing the proper techniques to be followed during an emergency, as well as safe riding practices.
All school personnel and designees must wear seat belts while operating school and private vehicles for school functions.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
Transportation vehicles owned and operated by the District will not operate when weather conditions due to fog, rain, snow, ice or other natural elements make such operation unsafe. Because weather conditions may vary throughout the District and may change quickly, the best judgment will be used that is possible with the information available.
The final judgment as to when conditions are unsafe to operate will be made by the Superintendent or the Superintendent’s designee. The Superintendent or the Superintendent’s designee will be assisted by the actual "on location" decisions and reports of the District’s drivers.
When, in the judgment of the bus driver, weather conditions are so poor as to present a hazard when loading or unloading students, the driver will radio the Superintendent or the Superintendent’s designee for instructions. If radio contact is not possible, the driver will proceed to the next stop which does not present a hazard and make telephone contact personally, with the assistance of a student rider, monitor, or other person.
When school is cancelled because of weather anywhere in the District, all schools will be closed. Commercial radio, television, web site and/or automated phone service will be used to notify employees and students when school is cancelled or temporarily delayed.
When weather conditions deteriorate during the day after school has begun, cancellation notices will be announced in a manner as provided above. Students will be returned to their regular drop-off sites, unless weather conditions prevent it. In that case, students will be kept at or returned to school until they are picked up by the parents.
Approved: October 16, 2014
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
The Board has sole discretion to determine the method to be utilized for transporting non-resident and non-public school students. Non-resident students paying tuition may be, and resident students attending a non-public school accredited by the State Department of Education will be, transported on an established public school vehicle route as long as such transportation does not interfere with resident public students' transportation. Non-resident and non-public school students shall obtain the permission of the Superintendent prior to being transported by the District.
Parents of resident students who provide transportation for their children attending a non-public school accredited by the Iowa Department of Education will be reimbursed at the established state rate. This reimbursement shall be paid only if the District receives the funds from the state. If less than the amount of funds necessary to fully reimburse parents of the non-public school students is received by the District, the funds shall be prorated
The charge to the non-resident students shall be determined based on the students' pro rata share of the actual costs for transportation. The parents of these students shall be billed for the student's share of the actual costs of transportation. The billing shall be according to the schedule developed by the Superintendent. It shall be the responsibility of the Superintendent to determine the amount to be charged and report it to the Board secretary for billing.
Continued transportation of non-resident and non-public school students on a public school vehicle route will be subject to resident public school students' transportation needs. The Superintendent shall make a recommendation annually to the Board regarding the method to be used. In making a recommendation to the Board, the Superintendent shall consider the number of students to be transported, the capacity of the school vehicles, the financial condition of the District, and other factors deemed relevant by the Board or the Superintendent.
Non-resident and non-public school students shall be subject to the same conduct regulations as resident public students as prescribed by Board policy, and to other policies, rules or regulations developed by the District regarding transportation of students by the District.
Approved: 1997-1998
Reviewed:FY 2016-2017, December 19, 2016
Revised: 02/24/17
District vehicles may be made available to local non-profit entities which promote cultural. educational, civic, community, or recreational activities for transporting to and from non-school-sponsored activities within the state as long as the transportation does not interfere with or disrupt the education program of the District and does not interfere with or delay the transportation of students. The local non-profit entity must pay the cost of using the District vehicle as per the current fee schedule. Prior to making District transportation vehicle available to the local non-profit entity, the school bus signs shall be covered and the flashing warning lamps and the stop arm made inoperable.
Any use of District vehicles by non-school groups shall be subject to the following guidelines:
7. Whenever damage caused by vandalism or carelessness results, the group shall reimburse the District for cost of repairs and may be denied further use of District vehicles.
Approved: October 16, 2015
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
Date of Request: _____________Date Bus Needed: __________________
Time Needed: _______________ Group Requesting: _________________
Use of District buses shall be in accordance with the following rules and regulations:
1. Bus use fees shall be assessed based upon the actual state transportation report cost per mile.
2. Driver fees shall be assessed based upon staff employees necessary and available, and at the actual driver contract cost per hour.
3. Requests must be made a minimum of one week in advance. If the request interferes or conflicts with District use of the vehicle, the request will be denied. The final decision of whether a request will be granted is within the discretion of the Superintendent.
4. Requests must be made by recognized youth organizations and/or groups or organizations sponsoring projects in the interest of the local community, state, or national benefit or welfare.
5. The rental period will be negotiated directly with the administration.
6. Adult chaperones may be required to accompany the bus driver and riders.
7. All requests will be charged bus use and driver fees.
8. Alcoholic beverages and tobacco products are strictly prohibited on all District vehicles.
9. Whenever damage caused by vandalism or carelessness results, the group shall reimburse the school district for cost of repairs and may be denied further use of school district vehicles
10. The person signing this agreement shall be financially responsible for all costs accrued.
(_____ Total Miles Traveled X _____ Cost per Mile) + (_____ Total Hours Traveled X _____ Hourly Cost of Driver) = _____ Total Bus Charge
_________________________ ___________________________
Superintendent or Designee Group Representative
Approved: October 16, 2014
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
A budget for the District is prepared annually for the Board's review. The budget shall include the following:
• the amount of revenues from sources other than taxation;
• the amount of revenues to be raised by taxation;
• an itemization of the amount to be spent in each fund; and,
• a comparison of the amount spent and revenue received in each fund for like purposes in the two prior fiscal years.
It is the responsibility of the Superintendent and the Board Secretary to prepare the budget for review by the Board prior to the April 15 deadline each year.
Prior to the adoption of the proposed budget by the Board, the public shall be apprised of the proposed budget for the District. Prior to the adoption of the proposed budget by the Board, members of the District community will have an opportunity to review and comment on the proposed budget. A public hearing for the proposed budget of the Board shall be held each year in sufficient time to file the adopted budget no later than April 15.
The proposed budget filed by the Board with the Board secretary and the time and place for the public hearing on the proposed budget shall be published in a newspaper designated for official publication in the District. It is the responsibility of the Board secretary to publish the proposed budget and public hearing information at least ten days but no more than twenty days prior to the public hearing.
Prior to certification of the budget, the Board will review the projected revenues and expenditures for the District and make adjustments where necessary to carry out the education program within the revenues projected.
The Board shall adopt and certify a budget for the operation of the District to the county auditor by April 15. It is the responsibility of the Board secretary to file the adopted and certified budget with the county auditor and other proper authorities.
The final certified budget must be considered as the authority for all expenditures to be made during the fiscal year.
The Board may amend the budget for the fiscal year in the event of unforeseen circumstances. The amendment procedures shall follow the procedures for public review and adoption of the original budget by the Board outlined in these policies.
It shall be the responsibility of the Superintendent and the Board secretary to bring any budget amendments necessary to the attention of the Board to allow sufficient time to file the amendment with the county auditor no later than May 31 of each year.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
Each year at its June regular meeting or at its annual meeting, the Board shall designate by resolution the name and location of the Iowa located financial depository institution or institutions to serve as the official District depository or depositories. The maximum deposit amount to be kept in the depository will be stated in the resolution. The amount stated in the resolution must be for all depositories and include all of the District's funds.
It is the responsibility of the Board secretary to include the resolution in the minutes of the meeting.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
The Board may loan monies between funds as it deems necessary. The Board shall exercise this authority judiciously.
When the necessity for a fund has ceased to exist, the balance may be transferred to another fund or account by Board resolution. Only monies that were received for use without a designated purpose may be transferred in this manner. District monies received for a specific purpose or upon vote of the people may only be transferred, by Board resolution when the purpose for which the monies were received has been completed. Voter approval is required to transfer monies to the general fund from the capital projects fund and debt service fund.
A loan from one fund to the other will be at a rate of interest consistent with the state rate. The period of the loan shall be for a reasonable period and no longer than one year from the beginning date of the loan.
It shall be the responsibility of the Board secretary to make recommendations to the Board regarding loans and transfers and to provide supporting evidence for the transfer.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
The Board adopts the Uniform Financial Accounting for Iowa Schools. Revisions and amendments to this source shall automatically be adopted.
The Board secretary, under the direction of the Superintendent, shall seek to refine and extend the accounting procedures prescribed by the Department of Education as the spending plan is developed and implemented.
Approved: October 16, 2014
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
General
The Board strives to maintain adequate fund balances and reserves in order to:
Reporting Fund Balances
The Board shall engage in accounting and financial reporting procedures in compliance with the Governmental Accounting Standards Board’s Statement No. 54 (“GASB 54”).
Pursuant to GASB 54, governmental fund balances shall be identified for purposes of reporting as one of the following types of funds:
Governmental fund balances shall first be distinguished based upon whether the fund balance is nonspendable, as defined above, and then shall be distinguished based upon whether the fund balance is restricted, classified, assigned or unassigned, all as defined above.
Governmental fund balances shall be identified at the highest category of identification possible, regardless of whether the fund balance also fits into a lower category of identification (i.e., a PPEL fund balance should be reported as “restricted,” even if a separate Board action “committed” a portion of the PPEL fund balance to a specific purpose).
Authority to Commit or Assign Fund Balances
The Board shall have the authority to determine whether a governmental fund balance in the District’s general fund is committed and/or assigned, both as defined above. The Board shall take formal board action prior to committing a fund balance. The Board shall approve by a majority vote the commitment of a fund balance, and shall approve by a two-thirds vote the removal of the commitment of a fund balance. The Board delegates to the [Superintendent and/or the Board secretary] the authority to assign a fund balance in the District’s general fund to be used for a specific purpose.
Spending Fund Balances
Pursuant to GASB 54, the District shall spend and/or reduce governmental fund balances in the following order: restricted fund balance, committed fund balance, assigned fund balance and unassigned fund balance.
Approved: August 22, 2011
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
To improve the school district's oversight of fixed assets by assigning and recording them to specific facilities and programs and to provide for proof loss of fixed assets for insurance purposes, the school district will establish and maintain a fixed assets management system for reporting capitalized fixed assets owned or under the jurisdiction of the school district in its financial reports in accordance with generally accepted accounting principles (GAAP) as required or modified by law.
A separate fixed assets listing is prepared for fixed assets in the general fixed assets account group (GFAAG) and for the fixed assets of each proprietary and fiduciary fund. "Fixed assets" in the GFAAG will include school district buildings and sites, construction in progress, improvements other than buildings and sites, land and machinery and equipment. "Fixed assets" in the proprietary funds will include school district buildings and sites, construction in progress, improvements other than buildings and sites, capitalized interest, infrastructure, land and machinery and equipment. Fixed assets reported in the financial reports will include individual fixed assets with an historical cost equal to or greater $2,500.00. Fixed assets accounted for and reported in the proprietary funds are depreciated over the useful life of each fixed asset.
The fixed assets management system is updated as needed to account for the addition/acquisition, disposal, and relocation/transfers of fixed assets. It is the responsibility of the superintendent to count and reconcile the fixed assets listing for the general fixed assets account group and for each proprietary and fiduciary fund with the fixed assets management system on June 30 each year.
It is the responsibility of the superintendent to develop administrative regulations implementing this policy. It will also be the responsibility of the superintendent to educate employees about this policy and it’s supporting administrative regulations.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
A. Fixed assets management team.
1. The superintendent will appoint a fixed assets management team. Members of the fixed assets management team will include:
a. Superintendent, chair;
b. fixed assets manager;
c. Building principals;
d. Transportation director;
e. Maintenance director;
f. Technology coordinator; and
g. Others deemed necessary by the superintendent.
2. The superintendent, in conjunction with the fixed assets management team, shall:
a. Insure that the initial fixed assets physical count is done;
b. Insure that the initial fixed assets listing is made;
c. Insure fixed assets are tagged in the fixed assets management system with a bar code identification number;
d. Enter the necessary data into the fixed assets management system and compile the appropriate reports;
e. Develop forms and procedures for maintaining the integrity of the fixed assets management system; and
f. Maintain responsibility for an accurate fixed assets management system.
3. The initial fixed assets listing process must be completed by June 30, 1997.
B. Initial machinery and equipment fixed assets listing process.
1. Assign up to three individuals from each building, one of which is a member of the fixed assets management team, to oversee their building.
a. Teachers are responsible for their rooms.
b. Administrators are responsible for their offices.
c. Transportation directors are responsible for school district vehicles.
d. Food service supervisors are responsible for their food service areas.
e. Maintenance supervisors are responsible for their supply/storage/office areas.
f. Open areas are the responsibility of a member of the fixed assets management team.
2. An Initial Machinery and Equipment Fixed Assets Listing must be completed for each fixed asset with a historical cost equal to or greater than $2,500.00 The following information must be collected and entered into the fixed assets management system.
a. Name of location-building/ room;
b. Location-building/department/room code;
c. Class code;
d. General fixed assets account group or proprietary fund asset (state proprietary fund);
e. Addition/acquisition date;
f. Bar code identification number assigned to and placed on the fixed assets in a consistent manner;
g. Serial/model number;
h. Cost;
i. Estimated useful life (proprietary funds only);
j. Vendor;
k. Purchasing fund;
l. Description of fixed asset;
m. Quantity; and
n. Replacement cost.
C. Initial real property fixed assets listing process.
1. The superintendent is responsible to complete the initial real property fixed assets listing.
2. An Initial Real Property Fixed Assets Listing must be completed. The following information must be collected and entered into the fixed assets management system.
a. Acquisition date;
b. Seller;
c. Cost: historical/addition/acquisition, including legal, architect, surveying and other related fees;
d. Fair market value on acquisition date (donated fixed assets only);
e. Estimated useful life of buildings (proprietary funds only);
f. Balance sheet accounting/class code;
g. Legal description;
h. Location/address; and
i. Addition/acquisition authorization.
D. Determining historical cost.
1. The historical cost of a fixed assets is based on the actual costs expended in making the fixed assets serviceable. For the initial fixed assets listing of currently owned fixed assets, records indicating the actual costs expended in making the fixed assets serviceable may be available in the central administrative office.
2. Gifts of fixed assets are given a "historical cost" of the estimated fair market value on the addition/acquisition date.
3. Fixed assets purchased under a capital lease are given a historical cost of their net present value of the minimum lease payments on the addition/acquisition date.
4. The historical cost of fixed assets in the proprietary funds must include capitalized interest and infrastructure.
5. Fixed assets for which the historical cost cannot be determined.
a. Search board minutes to determine the approximate acquisition date, contract approval date or project approval date.
b. Search central administrative office records at the time of the presumed addition/acquisition date, including those in storage, on microfiche or archives, to determine the actual costs expended in making the fixed assets serviceable.
c. If no records can be found to determine the actual costs expended in making the fixed assets serviceable, the school district may estimate the historical cost using back trending/standard costing after consulting with the school auditor.
E. Annual fixed assets listing reconciliation.
1. The superintendent, in conjunction with the fixed assets management team, will conduct an annual fixed assets physical count to develop the annual fixed assets listing in a manner similar to the initial fixed assets listing process in B above. At least every three years, someone other than the person in custody of the fixed assets in the building/department/room will perform the fixed assets physical count for the building/department/room.
2. Upon completion of the annual fixed assets listing, the fixed assets listing is reconciled to the fixed assets management system data base.
3. Fixed assets found to have been excluded from the data base are added to the fixed assets management system. The fixed assets management system process is reviewed to prevent future incidents of excluding a fixed asset.
4. Fixed assets unaccounted for are reported to the superintendent who contacts the supervisor of and the employee/person in charge/control/custody of the fixed asset.
5. Fixed assets unaccounted for are reported to the superintendent for appropriate action and documentation
6. The superintendent is responsible for documenting the reasons each fixed asset was not reconciled to the fixed assets management system.
F. Addition/acquisition of machinery and equipment fixed assets.
1. The school district's required purchasing administrative regulations and procedures must be followed to acquire machinery and equipment fixed assets. The school district's required administrative regulations and procedures must be followed for receiving a gift of machinery and equipment fixed assets.
2. The Machinery and Equipment fixed assets Addition/Acquisition Form must be completed for each additional machinery and equipment fixed assets with an addition/acquisition cost of equal to or greater $2,500.00. The following information must be collected:
a. Name of location-building/ room;
b. Location-building/department/room code;
c. Class Code;
d. General fixed assets account group or proprietary fund asset (name proprietary fund);
e. Addition/acquisition date;
f. Bar code identification number assigned to and placed on the fixed asset;
g. Serial/model number;
h. Cost-historical;
i. Fair market value on acquisition date (donated fixed assets only);
j. Estimated useful life (for proprietary funds only);
k. Vendor;
l. Purchasing fund;
m. Description of fixed asset;
n. Quantity;
o. Replacement cost; and
3. Machinery and equipment fixed assets acquired in a month must be entered into the fixed assets management system in the same month.
G. Addition/acquisition of real property fixed assets.
1. The school district's required purchasing administrative regulations and procedures must be followed to acquire a real property fixed asset. The school district's required administrative regulations and procedures must be followed for receiving a gift of a real property fixed asset.
2. The Real Property Fixed Assets Addition/Acquisition Form must be completed for each additional real property fixed asset. The following information must be collected:
a. Addition/acquisition date;
b. Seller;
c. Cost: historical/addition/acquisition, cost including legal, architect, surveying and related fees;
d. Class code;
e. Fair market value on a requisition date (donated fixed assets only);
f. Estimated useful life of buildings (for proprietary funds only);
g. Legal description;
h. Location/address;
3. For real property fixed assets in the general fixed assets account group, the actual costs of construction, other than infrastructure, is entered into the fixed assets management system upon completion of construction.
4. For real property fixed assets in the proprietary funds, the actual costs of construction, including infrastructure construction, is entered into the fixed assets management system upon completion of construction.
5. Real property fixed assets must be entered into the fixed assets management system.
H. Relocation/transfer of machinery and equipment fixed assets.
1. A Fixed Assets Relocation/Transfer Form must be completed prior to removing machinery and equipment fixed assets from their current location. The following information must be collected:
a. Relocation/transfer date;
b. Quantity;
c. Bar code identification number;
d. Current location-building/department/room code;
e. New location-building/department/room code;
2. Machinery and equipment fixed assets relocated/transferred must be entered into the fixed assets management system.
I. Disposal of machinery and equipment and real property fixed assets.
1. A Machinery and Equipment Fixed Assets Disposal Form must be completed prior to disposing of machinery and equipment fixed assets. The following information must be collected:
a. Disposal date;
b. Quantity;
c. Bar code tag identification number;
d. Disposal method: junk, trade, sale, trade-in, etc.; and
e. Disposal authorization.
2. A Real Property Fixed Assets Disposal Form must be completed prior to disposing of real property fixed assets. The following information must be collected:
a. Disposal date;
b. Legal description,
c. Location/Address;
d. Purchaser;
e. Disposal method-trade, sale, stolen, etc.; and
f. Disposal authorization.
3. Machinery and equipment/real property fixed assets disposed must be entered into the fixed assets management system.
J. Lost, damaged or stolen machinery and equipment fixed assets.
1. A Lost, Damaged or Stolen Fixed Assets Report must be completed when a fixed assets has been lost, damaged or stolen. The following information must be collected:
a. Date of loss, damage or theft;
b. Employee/person discovering;
c. Quantity;
d. Description of fixed asset;
e. Bar code tag identification number;
f. Location: building/department/room;
g. Description of loss, damage, etc.;
h. Filing of police report-yes or no;
i. Filing of insurance report: yes or no;
j. Sent for repair: yes or no;
k. Date returned from repair;
l. Date returned to location: building/department/room;
m. Department/person charged with custody; and
n. Authorization.
2. Fixed assets damaged, lost or stolen in a month must be entered into the fixed assets management system in the same month.
K. Fixed assets reports.
1. Annual reports for June 30 each year.
a. Fixed assets listing including the following items for the school auditor:
(1) Class code;
(2) Purchasing fund;
(3) Bar code tag identification number;
(4) Description of the fixed asset;
(5) Historical cost; and
(6) Location.
b. Fixed assets listing by location/building;
c. Fixed assets listing by department/employee/person charged with custody; and
d. Fixed assets listing by replacement cost.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
Back trending/standard costing - an estimate of the historical original cost using a known average installed cost for a like units as of the estimated addition/acquisition date. This cost is only applied to the fixed assets initially counted upon implementation of the fixed assets management system when the historical original cost cannot be determined. It is inappropriate to apply the back trending/standard costing method to any fixed assets acquired after the fixed assets management system implementation date.
Balance sheet accounting/class codes - the codes set out for fixed assets in the Iowa Department of Education Uniform Accounting Manual. They are: 211-sites; 221-site improvements; 222- accumulated depreciation on site improvements; 231-buildings and building improvements; 232- accumulated depreciation on buildings and building improvements; 241-machinery and equipment; 242-accumulated depreciation on machinery and equipment, and 251-construction in progress.
Book value - The value of a fixed assets on the records of the school district, which can be the cost or, in the case of fixed assets in the proprietary fund, the cost less the appropriate allowances, such as depreciation.
Buildings and building improvements - A fixed assets account reflecting the addition/acquisition cost of permanent structures owned or held by a government and the improvements thereon.
Capital expenditures/expenses - expenditures/expenses resulting in the addition/acquisition of or addition/acquisition to the school district's general or proprietary fixed assets.
Capital fixed assets - fixed assets with a value of equal to or greater than $2,500.00 based on the historical cost.
Capitalization policy - the criteria used by the school district to determine which fixed assets will be reported as fixed assets on the school district’s financial statements and records.
Capitalization threshold - dollar limit set for capitalizing fixed assets.
Capitalized interest - interest accrued and reported as part of the cost of the fixed assets during the construction phase of a capital project. The construction phase extends from the initiation of pre-construction activities until the time the asset is placed in service.
Construction in progress - buildings in the process of being constructed other than infrastructure.
Contributed capital - the permanent fund capital of a proprietary fund. It is created when a residual equity transfer is received by a proprietary fund; a general fixed assets is "transferred" to a proprietary fund; or a grant received is restricted to a capital acquisition or construction.
Cost - the amount of money or other consideration exchanged for goods or services.
Depreciation - expiration in the service life of fixed assets, other than wasting assets, attributable to wear and tear, deterioration, action of the physical elements, inadequacy and obsolescence. In accounting for depreciation, the cost of a fixed asset, less any salvage value, is prorated over the estimated service life of such an asset, and each period is charged with a portion of such cost.
Fixed assets - long-lived tangible assets obtained or controlled as a result of past transactions, events or circumstances. Fixed assets include buildings, construction in progress, improvements other than facilities, land and machinery and equipment.
Fixtures - attachments to buildings that are not intended to be removed and cannot be removed without damage to the buildings. Those fixtures with a useful life presumed to be as long as that of the building itself are considered a part of the building. Other fixtures are classified as machinery and equipment.
General fixed assets - capital fixed assets that are not fixed assets of any fund, but of the governmental unit as a whole. Most often these fixed assets arise from the expenditure of the financial resources of governmental funds.
General fixed assets account group (GFAAG) - a self-balancing group of accounts established to account for fixed assets of the school district, not accounted for through specific proprietary funds.
Historical (acquisition) cost - the actual costs expended to place a fixed assets into service. For land and buildings, costs such as legal fees, recording fees, surveying fees, architect fees and similar fees are included in the historical cost. For machinery and equipment, costs such as freight and installation fees and similar fees are included in the historical cost.
Improvements other than buildings - attachments or annexation to land that are intended to remain so attached or annexed, such as sidewalks, trees, drives, tunnels, drains and sewers. Sidewalks, curbing, sewers and highways are sometimes referred to as "betterments," but the term "improvements" is preferred.
Infrastructure assets - public domain fixed assets such as roads, bridges, curbs and gutters, streets and sidewalks, drainage systems, lighting systems and similar assets that are immovable and of value only to the governmental unit.
Investment in general fixed assets - an account in the GFAAG representing the school district's investment in general fixed assets. The balance in this account generally is subdivided according to the source of the monies that finance the fixed assets addition/acquisition, such as general fund revenues and special assessments.
Land and buildings - real property owned by the school district.
Machinery and equipment - fixed assets which maintain their identity when removed from their location and are not changed materially or consumed immediately (e.g., within one year) by use. Machinery and equipment is often divided into specific categories such as: transportation machinery and equipment which includes school buses and school district owned automobiles, trucks and vans; other motor machinery and equipment which includes lawn maintenance machinery and equipment, tractors, motorized carts, maintenance machinery and equipment, etc.; other machinery and equipment which includes furniture and machinery and equipment contained in the buildings whose original cost is equal to or greater than $2,500.00, and fixed assets under capital leases and fixed assets being acquired under a lease/purchase agreement.
Proprietary fund fixed assets - capital fixed assets that are fixed assets specific to a proprietary fund, such as school nutrition fund or child care fund. Most often these fixed assets arise from the expenditure of financial resources of a proprietary fund.
Replacement cost - the amount of cash or other consideration required today to obtain the same fixed assets or its equivalent.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised:02/24/17
District records shall be housed in the central administration office of the District. It shall be the responsibility of the Superintendent to oversee the maintenance and accuracy of the records. The following records are kept and preserved according to the schedule below:
the District 20 years
bills, invoices, and related records 5 years
matters are in litigation 1 year
Payroll records 3 years
Employees' records are housed in the central administration office of the District. The employees' records are maintained by the Superintendent, the building administrator, the employee's immediate supervisor, and the Board secretary.
An inventory of the furniture, equipment, and other non-consumable items other than real property of the District is conducted annually under the supervision of the Superintendent. This report shall be filed with the Board secretary. A perpetual inventory shall be maintained on consumable property of the District.
The permanent and cumulative records of students currently enrolled in the District shall be housed in the central administration office of the attendance center where the student attends. Permanent records must be housed in a fireproof vault. The building administrator is responsible for keeping these records current. Records of students who have graduated or are no longer enrolled in the District shall be housed in the high school administration office. These records will be maintained by the high school principal.
The Superintendent may electronically store and/or back-up or use any other reliable mass storage method to preserve District records and may destroy paper copies of the records if they are more than three years old.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
Financial records of the District are maintained in accordance with generally accepted accounting principles (GAAP) as required or modified by law. District monies shall be received and expended from the appropriate fund and/or account. The funds and accounts of the District will include, but not be limited to the following:
Governmental fund type:
• Management levy fund
• Public education and recreation levy fund
• Student activity fund
• Physical plant and equipment levy fund
Proprietary fund type:
• School nutrition fund
• Child care fund
Fiduciary funds:
• Expendable trust funds
• Nonexpendable trust funds
• Agency funds
• Pension trust funds
Account groups:
As necessary the Board may, by Board resolution, create additional funds within the governmental, proprietary and fiduciary fund types. The resolution shall state the type of fund, name of the fund, and purpose of the fund.
The general fund is used primarily for the education program. Special
revenue funds are used to account for monies restricted to a specific use by law. Proprietary funds account for operations of the District operated similar to private business, and they account for the costs of providing goods and services provided by one department to other departments on a cost reimbursement basis. Fiduciary funds are used to account for monies or assets held by the District on behalf of, or in trust for, another entity. The account groups are the accounting records for fixed assets and long-term debt.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
The Board secretary shall report to the Board each month the receipts, disbursements, and balances of the various funds. This report shall be in written form and sent to the Board with the agenda for the Board meeting.
Each month the schedule of bills allowed by the Board of Directors shall be published in a newspaper designated as a newspaper for official publication by the Board secretary. Annually, the total salaries paid to employees regularly employed by the District will also be published in a newspaper designated as a newspaper for official publication.
At the annual meeting, the treasurer shall give the annual report stating the amount held over, received, paid out, and on hand in the general and physical plant and equipment funds. This report shall be in written form and sent to the Board with the agenda for the Board meeting. The treasurer shall also furnish the Board with a sworn statement from each depository showing the balance then on deposit.
The Board shall cause to have published the proceedings of each regular or special meeting after the adjournment of such meetings. The secretary shall furnish a copy of the proceedings within two (2) weeks following the adjournment of the meeting.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
To review the funds and accounts of the District, the Board shall employ an auditor to perform an annual audit of the financial affairs of the District. The Superintendent shall use a request for proposal procedure in selecting an auditor. The administration shall cooperate with the auditors. Such annual audit reports shall remain on permanent file in the central office of the District.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised:02/24/17
The Board will maintain a comprehensive insurance program to provide adequate coverage against major types of risk, loss, or damage, as well as legal liability. The Board secretary shall review the insurance programs of the District periodically to insure adequate coverages.
The Board will purchase insurance at replacement values, when possible, after reviewing the costs and availability of such insurance. Insurance will only be purchased through legally licensed Iowa insurance agents.
The District may assume the risk of property damage, legal liability, and dishonesty in cases in which the exposure is so small or dispersed that a loss does not significantly affect the operation of the education program or financial condition of the District.
The Board may retain a private organization for fixed assets management services.
Administration of the insurance program, making recommendations for additional insurance coverage, placing the insurance coverage and loss prevention activities is the responsibility of the Superintendent. The Superintendent or designee is responsible for maintaining the fixed assets management system, processing claims and maintaining loss records.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
The amount of cash that may be kept in the school building for any one day is sufficient for that day's operations. Funds raised by students shall be kept in the central office for a maximum of four days and then deposited in the student activity fund.
A minimal amount of cash shall be kept in the central administration office at the close of the day. Excess cash shall be deposited in the authorized depository of the District.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
Revenues of the District shall be received by the Board secretary. Other persons receiving revenues on behalf of the District shall promptly turn them over to the Board Treasurer.
Revenue, from whatever source, shall be accounted for and classified under the official accounting system of the District. It shall be the responsibility of the Business Manager/Board Secretary or designee to deposit the revenues received by the District in a timely manner. District funds from all sources shall not be used for private gain or political purposes.
Tuition fees received by the District shall be deposited in the general fund. The tuition fees for kindergarten through twelfth grade during the regular academic school year shall be set by the Board based upon the Superintendent’s recommendation in compliance with current law. Tuition fees for summer school, driver’s education and adult education shall be set by the Board prior to the offering of the programs.
The Board may charge materials fees for the use or purchase of educational materials. Materials fees received by the District shall be deposited in the general fund. It shall be the responsibility of the Superintendent to recommend to the Board when materials fees will be charged and the amount of the materials fees.
Rental fees received by the District for the rental of District equipment or facilities shall be deposited in the general fund. It shall be the responsibility of the Superintendent to recommend to the Board a fee schedule for renting District property.
Proceeds from the sale of real property shall be placed in the Physical Plant and Equipment fund. The proceeds from the sale of other District property shall be placed in the general fund, except as otherwise appropriate.
The Board may claim exemption from the law prohibiting competition with private enterprise for the following activities:
It shall be the responsibility of the Superintendent to bring to the Board’s attention additional sources of revenue for the District.
Approved: October 16, 2014
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
The Board may conduct an election for the authority to issue bonded indebtedness. Revenues generated from an approved bond issue shall be used only for the purpose stated on the ballot. Revenues received from the issuing of bonded indebtedness shall be deposited into the physical plant and equipment fund.
Once the purpose on the ballot is completed, any balance remaining in a capital projects fund may be retained for future capital projects in accordance with the purpose stated on the ballot or any remaining balance may be transferred by Board resolution to the debt service fund or the physical plant and equipment levy fund. Use of excess funds in the account for another purpose requires the approval of the voters in the District community.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
1. Compliance Coordinator:
a) The Treasurer ("Coordinator") shall be responsible for monitoring post-issuance compliance.
b) The Coordinator will maintain a copy of the transcript of proceedings in connection with the issuance of any tax-exempt obligations. Coordinator will obtain such records as are necessary to meet the requirements of this policy.
c) The Coordinator shall consult with bond counsel, IRS publications and such other resources as are necessary to understand and meet the requirements of this policy.
d) Training and education of Coordinator will be sought and implemented upon the occurrence of new developments and upon the hiring of new personnel to implement this policy.
2. Financing Transcripts.
The Coordinator shall confirm the proper filing of an 8038 Series return, and maintain a transcript of proceedings for all tax-exempt obligations issued by the School District, including but not limited to all tax-exempt bonds, notes and lease-purchase contracts. Each transcript shall be maintained until eleven (11) years after the tax-exempt obligation it documents has been retired.
3. Proper Use of Proceeds.
The Coordinator shall review the resolution authorizing issuance for each tax-exempt obligation issued by the School District, and shall:
a) obtain a computation of the yield on such issue from the School District’s financial advisor;
b) create a separate Project Fund (with as many sub-funds as shall be necessary to allocate proceeds among the projects being funded by the issue) into which the proceeds of issue shall be deposited;
c) review all requisitions, draw schedules, draw requests, invoices and bills requesting payment from the Project Fund;
d) determine whether payment from the Project Fund is appropriate, and if so, make payment from the Project Fund (and appropriate sub-fund if applicable);
e) maintain records of the payment requests and corresponding cancelled checks showing payment;
f) maintain records showing the earnings on, and investment of, the Project Fund;
g) ensure that investments acquired with proceeds are purchased at fair market value;
h) identify bond proceeds or applicable debt service allocations that must be invested with a yield-restriction and monitor the investments of any yield-restricted funds to ensure that the yield on such investments does not exceed the yield to which such investments are restricted.
4. Timely Expenditure and Arbitrage/Rebate Compliance.
The Coordinator shall review the Tax-Exemption Certificate (or equivalent) for each tax-exempt obligation issued by the School District and the expenditure records provided in Section 2 of this policy, above, and shall:
a) monitor and ensure that proceeds of each such issue are spent within the temporary period set forth in such certificate;
b) if the School District does not meet the "small issuer" exception for said obligation, monitor and ensure that the proceeds are spent in accordance with one or more of the applicable exceptions to rebate as set forth in such certificate;
c) not less than 60 days prior to a required expenditure date confer with bond counsel if the School District will fail to meet the applicable temporary period or rebate exception expenditure requirements of the Tax-Exemption Certificate; and
d) in the event the School District fails to meet a temporary period or rebate exception:
i. procure a timely computation of any rebate liability and, if rebate is due, file a Form 8038-T and arrange for payment of such rebate liability;
ii. arrange for timely computation and payment of "yield reduction payments" (as such term is defined in the Code and Treasury Regulations), if applicable.
5. Proper Use of Bond Financed Assets.
The Coordinator shall:
a) maintain appropriate records and a list of all bond financed assets. Such records shall include the actual amount of proceeds (including investment earnings) spent on each of the bond-financed assets;
b) with respect to each bond financed asset, the Coordinator will monitor and confer with bond counsel with respect to all proposed:
i. management contracts,
ii. service agreements,
iii. research contracts,
iv. naming rights contracts,
v. leases or sub-leases,
vi. joint venture, limited liability or partnership arrangements,
vii. sale of property; or
viii. any other change in use of such asset;
c) maintain a copy of the proposed agreement, contract, lease or arrangement, together with the response by bond counsel with respect to the proposal for at least three (3) years after retirement of all tax-exempt obligations issued to fund all or any portion of bond financed assets; and
d) In the event the School District takes an action with respect to a bond financed asset, which causes the private business tests or private loan financing test to be met, the Coordinator shall contact bond counsel and ensure timely remedial action under IRS Regulation Sections 1.141-12.
6. General Project Records.
For each project financed with tax-exempt obligations, the Coordinator shall maintain, until three (3) years after retirement of the tax-exempt obligations or obligations issued to refund those obligations, the following:
a) appraisals, demand surveys or feasibility studies,
b) applications, approvals and other documentation of grants,
c) depreciation schedules,
d) contracts respecting the project.
7. Continuing Disclosure.
The Coordinator shall assure compliance with each continuing disclosure certificate and annually, per continuing disclosure agreements, file audited annual financial statements and other information required by each continuing disclosure agreement. The Coordinator will monitor material events as described in each continuing disclosure agreement and assure compliance with material event disclosure. Events to be reported shall be reported promptly, but in no event not later than ten (10) Business Days after the day of the occurrence of the event, and shall include, but not be limited to:
a) Principal and interest payment delinquencies;
b) Non-payment related defaults, if material;
c) Unscheduled draws on debt service reserves reflecting financial difficulties;
d) Unscheduled draws on credit enhancements relating to the bonds reflecting financial difficulties;
e) Substitution of credit or liquidity providers, or their failure to perform;
f) Adverse tax opinions, the issuance by the Internal Revenue Service of proposed or final determinations of taxability, Notices of Proposed Issue (IRS Form 5701-TEB) or other material notices or determinations with respect to the tax-exempt status of the bonds, or material events affecting the tax-exempt status of the bonds;
g) Modifications to rights of Holders of the Bonds, if material;
h) Bond calls (excluding sinking fund mandatory redemptions), if material, and tender offers;
i) Defeasances of the bonds;
j) Release, substitution, or sale of property securing repayment of the bonds, if material;
k) Rating changes on the bonds;
l) Bankruptcy, insolvency, receivership or similar event of the Issuer;
m) The consummation of a merger, consolidation, or acquisition involving the Issuer or the sale of all or substantially all of the assets of the Issuer, other than in the ordinary course of business, the entry into a definitive agreement to undertake such an action or the termination of a definitive agreement relating to any such actions, other than pursuant to its terms, if material; and
n) Appointment of a successor or additional trustee or the change of name of a trustee, if material.
Approved: April 9, 2012
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
District funds in excess of current needs are invested in compliance with this policy. The goals of the District's investment portfolio in order of priority are:
• To provide safety of the principal;
• To maintain the necessary liquidity to match expected liabilities; and
• To obtain a reasonable rate of return.
In making investments, the District will exercise the care, skill, prudence and diligence under the circumstances then prevailing that a prudent person acting in a like capacity and familiar with such matters would use to meet the goals of the investment program.
District funds are monies of the District, including operating funds. "Operating funds" of the District are funds which are reasonably expected to be used during a current budget year or within fifteen months of receipt. When investing operating funds, the investments must mature within three hundred and ninety-seven days or less. When investing funds other than operating funds, the investments must mature according to the need for the funds.
The Board authorizes the treasurer to invest funds in excess of current needs in the following investments.
It shall be the responsibility of the treasurer to oversee the investment portfolio in compliance with this policy and the law.
It shall be the responsibilities of the treasurer to oversee the investment portfolio and/or bring a contract with an outside person to oversee the District's investment portfolio, including but not limited to, advising on investments, directing investments, acting in a fiduciary capacity or performing other services to the Board for review and approval.
If the treasurer brings a contract with an outside person, the treasurer shall also provide the Board with information about and verification of the outside person's fiduciary bond. Contracts with outside persons shall include a clause requiring the outside person to notify the District within thirty days of any material weakness in internal structure or regulatory orders or sanctions against the outside person regarding the services being provided to the District and to provide the documents necessary for the performance of the investment portion of the District audit. The compensation of the outside persons shall not be based on the performance of the investment portfolio.
The treasurer shall be responsible for reporting to and reviewing with the Board at its regular meetings the investment portfolio's performance, transaction activity, and current investments including the percent of the investment portfolio by type of investment and by issuer and maturities. The report shall also include trend lines by month over the last year and year-to-year trend lines regarding the performance of the investment portfolio. It shall also be the responsibility of the treasurer to obtain the information necessary to ensure that the investments and the outside persons doing business with the District meet the requirements outlined in this policy.
It shall be the responsibility of the Treasurer to work with the Secretary to coordinate the financial records, the financial reports, the cash flow needs, and the investment portfolio of the District.
It shall be the responsibility of the Superintendent to deliver a copy of this policy to the District's depositories, auditor, and outside persons doing investment business with the District.
It shall also be the responsibility of the Superintendent, in conjunction with the treasurer, to develop a system of investment practices and internal controls over the investment practices. The investment practices shall be designed to prevent losses, to document the officers' and employees' responsibility for elements of the investment process, and address the capability of the management.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
The Board believes gifts, grants, and bequests to the District may be accepted when they will further the interests of the District. The Board shall have sole authority to determine whether the gift, grant, or bequest furthers the interests of the District.
Gifts, grants, and bequests shall be approved by the Board. Once a gift, grant, or bequest has been approved by the Board, a Board member or the Superintendent may accept the gift, grant, or bequest on behalf of the District. Gifts, grants, and bequests once accepted on behalf of the District become the property of the District. Gifts, grants, and bequests are administered in accordance with terms, if any, agreed to by the Board.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
Revenue raised by students or from student activities is deposited and accounted for in the student activities fund. This revenue is the property of and shall be under the financial control of the Board. Students may use this revenue for purposes approved by the Superintendent.
Whether such revenue is collected from student contributions, club dues, or special activities or result from admissions to special events or from other fund-raising activities, all funds will be under the jurisdiction of the Board and under the specific control of the Superintendent. The funds will be deposited in a designated depository and will be disbursed and accounted for in accordance with instructions issued by the Superintendent.
It is the responsibility of the Board secretary to keep student activity accounts up-to-date and complete.
Any unencumbered class or activity account balances will automatically revert to the activity fund when a class graduates or an activity is discontinued.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
705.4 EXPENDITURES FOR A PUBLIC PURPOSE
The board recognizes that school district funds are public funds, and as such, should be used to further a public purpose and the overall educational mission of the school community. The district is committed to managing and spending public funds in a transparent and responsible manner. Prior to making a purchase with public funds, an individual should be comfortable defending the purchase/reimbursement to the taxpayers in the district. If the individual is uncomfortable doing so, the purchase may not fulfill a public purpose and additional guidance should be sought before the purchase is made.
Individuals who have concerns about the public purpose of a purchase or reimbursement should utilize the district’s Internal Controls policy and regulation as a resource for questioning a purchase. Concerns should be reported to the superintendent and/or the board president.
The superintendent shall develop a process for approving expenditures of public funds. The board will review expenditures and applicable reports as necessary to ensure proper oversight of the use of public funds. To the extent possible, expenditures shall be pre-approved by the district prior to expending the funds. Purchases of food and refreshment for district staff, even within district, should comply with the district’s Employee Travel Compensation policy, and all other applicable policies. All purchases/reimbursements shall comply with applicable laws, board policies and district accounting requirements.
Additional guidance regarding appropriate expenditures of school funds is provided in the regulation accompanying this policy
Approved: 1997-1998
Reviewed: FY 2020-2021, November 23, 2020
Revised: 12/07/2020
I. Definition of Intangible Assets
A. Intangible Assets
Intangible assets are assets that are:
(1) Identifiable – Either the assets:
(a) Can be separated or divided from the District and sold, transferred, licensed, rented or exchanged; or
(b) Arose from some legal right (i.e., a contractual right), regardless of whether those rights are separable or dividable;
(2) Lacking physical substance;
(3) Non-financial in nature – The assets are not in a monetary form, such as cash or investment securities; and
(4) Possessing a useful life that extends beyond a single financial reporting period.[1]
Examples of intangible assets include the following:
(1) Easements or land use rights (i.e., water rights, timber rights and mineral rights);
(2) Patents, trademarks and copyrights; and
(3) Computer software or websites that are purchased, licensed or internally generated.
Examples of assets that are not intangible assets for purposes of this Policy include only the following:
(1) Assets acquired or created primarily for purposes of obtaining income or profit, as these are considered investment assets;
(2) Assets from capital lease transactions reported by lessees, except licensing agreements to lease commercially available computer software; and
(3) Goodwill established or created between the District and another entity.
B. Outlays Associated with Internally Generated Intangible Assets
Intangible assets that are generated or created internally likely have outlay expenses associated with the generation or creation. Intangible assets are considered to be generated or created internally if they are:
(1) Created by the District;
(2) Created by a third-party contracted by the District; or
(3) Acquired by the District from a third-party and require more than minimal incremental effort on the part of the District to begin to achieve the expected level of service capacity.
C. Outlays Associated with Internally Generated Computer Software
Computer software that is generated or created internally likely has outlay expenses associated with the generation or creation. Computer software is considered to be generated or created internally if it is:
(3) Commercially available software acquired, purchased or licensed by the District from a third-party that is modified using more than minimal incremental effort before being put into operation.
II. Measuring of Intangible Assets
A. Threshold for Capitalization of Intangible Assets
The District shall adopt an intangible asset capitalization threshold policy to govern the amount at and above which intangible assets must be reported in the District’s annual reporting statements and audits and shall be designed to capture eighty percent (80%) of the total cost of the District's intangible assets. More specifically, the policy shall provide a threshold to be applied to individual intangible assets and shall prohibit the aggregation of items, including intangible assets and outlays, to meet the threshold.[2] The policy shall be approved by the Board of Education prior to its adoption.
B. Recognition of Intangible Assets
The District shall record individual intangible assets exceeding the threshold amount outlined in the District’s intangible asset capitalization threshold policy as follows:
III. Accounting for Intangible Assets
A. Intangible Assets
Intangible assets exceeding the threshold shall be accounted for as capital assets. Therefore, all financial requirements concerning capital assets, including, but not limited to, all accounting and reporting requirements, such as those associated with recognition, measurement, presentation and disclosure, shall be followed.
B. Outlays Associated with Internally Generated Intangible Assets
Outlays from internally generated intangible assets exceeding the threshold shall not be accounted for as capital assets until they are identifiable and the “specified conditions criteria” have occurred (see below). Outlays exceeding the threshold not meeting these requirements and/or incurred prior to these criteria occurring shall be accounted for as an expense when the expense is incurred.
Outlays from internally generated intangible assets exceeding the threshold shall be accounted for as capital assets if they occur after such time as:
(a) Determination of the specific objective of the project and the nature of the service capacity that is expected to be provided by the intangible asset upon completion of the project;
(b) Demonstration of the technical or technological feasibility for completing the project so that the intangible asset will provide its expected service capacity; and
(c) Demonstration of the current intention, ability, and presence of effort to complete or, in the case of a multiyear project, continue development of the intangible asset.
C. Outlays Associated with Internally Generated Computer Software
Outlays from internally generated computer software developed by the District or by a third-party contracted by the District exceeding the threshold shall be accounted for as follows:
(1) During the preliminary project stage, all outlays exceeding the threshold shall be accounted for as an expense when the expense is incurred. The preliminary project stage involves the conceptual formulation and evaluation of alternatives, the determination of the existence of needed technology and the final selection of alternatives for development of the software.
(2) During the application development stage, outlays that occur before the specified conditions criteria have occurred and exceed the threshold shall be accounted for as an expense when the expense is incurred; outlays that occur after the specified conditions criteria have occurred[4] and exceed the threshold[5] shall be accounted for as capital assets; and outlays that occur after the computer software is substantially complete and operational and exceed the threshold shall be accounted for as an expense when the expense is incurred. The application development stage involves the design of the chosen path, including, but not limited to the purchase of the software or license;[6] the software configuration and the software interfaces; the coding; the installation to hardware; the testing; any minor modifications made to the software before it is placed into operation;[7] and the data conversion, if such was deemed necessary in order to make the software operational.
(3) During the post-implementation and operation stage, all outlays exceeding the threshold shall be accounted for as an expense when the expense is incurred. The post-implementation and operation stage includes the data conversion, if such was not deemed necessary during the application development stage in order to make the software operational; the application training; and the software maintenance.
Outlays from internally generated computer software extensively modified by the District or by a third-party contracted by the District exceeding the threshold shall be accounted for as follows:
(1) All outlays from the modification of computer software exceeding the threshold shall be accounted for as capital assets if the one of the following conditions exist:
(a) The modification causes an increase in the functionality of the software (the software is able to perform tasks that it was previously incapable of performing);
(b) The modification causes an increase in the efficiency of the software (the software offers an increased level of service without the need for an increased performance of tasks); or
(c) The modification extends the estimated useful life of the software.
(2) All outlays from the modification of computer software exceeding the threshold shall be accounted for as an expense when the expense is incurred if none of the above conditions exists.
IV. Amortization of Intangible Assets
In amortizing an intangible asset that is capitalized because it exceeds the threshold and meets the requirements above,[8] the following general rules shall apply:
(1) The useful life of an intangible asset generally shall be estimated. Therefore, the intangible asset has a determinable useful life, even if it must be estimated, and shall be amortized using the straight-line method.
(2) The useful life of an intangible asset that arises from and is limited by contractual or other legal rights shall not exceed the period of the intangible asset’s service capacity provided under the contract or other legal provision. Therefore, the intangible asset has a determinable useful life, even if it must be estimated, and shall be amortized using the straight-line method.
(3) The useful life of an intangible asset that is not limited by any legal, contractual, regulatory, technological or other factors shall be indefinite. Therefore, the intangible asset has no determinable useful life and shall not be amortized.
In considering changes in circumstances that affect the amortization of an intangible asset, the following rules shall apply:
(1) An intangible asset that arises from and is limited by contractual or other legal rights shall take into consideration contract renewal periods for purposes of determining its useful life and its amortization schedule only if the following requirements are met:
(a) There is evidence that the District will seek and be able to achieve contract renewal; and
(b) The anticipated outlay for contract renewal is nominal in relation to the level of service capacity obtained by the contract renewal.
(2) An intangible asset that was once not limited by any legal, contractual, regulatory, technological or other factors, but now is limited by such factors due to changes in conditions, shall be tested for impairment[9] because the expected duration of the useful life of the asset has changed, and then the following rules shall apply:
(a) If an impairment is determined not to exist, the intangible asset has a determinable useful life and shall be amortized using the straight-line method.
(b) If an impairment is determined to exist, the following must occur:
(i) The loss due to the impairment shall be accounted for as a loss;
(ii) The intangible asset has a useful life that must be estimated and is determinable; and
(iii) The carrying value, or the value remaining after accounting for the impairment, shall be amortized using the straight-line method over the remaining estimated useful life.
V. Selling or Disposing of Intangible Assets
In selling or disposing of intangible assets, the District shall calculate and report a gain or loss on the sale or disposal. The gain or loss shall be calculated by subtracting the net book value, which consists of the historical cost less any accumulated amortization, from the net amount realized on the sale or disposal.
VI. Application of Policy
The requirements of this Policy shall apply to all financial statements covering periods beginning after June 30, 2009.
The requirements of this Policy shall apply retroactively to intangible assets that were in existence from July 1, 1980, through June 30, 2009.[10] However, the following intangible assets shall not be retroactively reported as capital assets:
(1) Intangible assets considered to have an indefinite useful life as of June 30, 2009;
(2) Intangible assets considered to be internally generated as of June 30, 2009;
(3) Outlays from internally generated computer software incurred in the application development stage on or prior to June 30, 2009;[11]
(4) Any intangible asset held by a “Phase 3” District, characterized as such for purposes of implementing GASB Statement 34.
Approved: October 16, 2014
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
[1] This requirement also applies to an intangible asset in the form of a computer software license purchased or renewed, and the useful life must extend beyond a single reporting period in order for the computer software license to be capitalized.
[2] With intangible assets in the form of computer software licenses purchased or renewed, each individual license must be accounted for separately and all licenses cannot be aggregated for purposes of measuring wither the assets have exceeded the threshold.
[3] If actual historical cost cannot be determined for intangible assets acquired prior to June 30, 2009, due to lack of sufficient records, estimated historical cost shall be used.
[4] The specified conditions criteria are considered to be met for internally generated computer software developed by the District or a third-party contracted by the District when the preliminary project stage is complete and the Board authorizes and/or commits to funding the development of new computer software.
[5] In determining whether the outlays exceed the threshold, each outlay shall be accounted for separately and no outlay shall be aggregated with any other outlay for purposes of measuring wither the outlays have exceeded the threshold. For example, the initial purchase of the computer software or license and the modifications made to the computer software or license should be accounted for separately and should not be aggregated for purposes of measuring wither the outlays have exceeded the threshold.
[6] The purchase of the computer software or license shall be treated as an outlay that shall be capitalized.
[7] Making minor modifications to the computer software or license shall be treated as an outlay that shall be capitalized.
[8] This includes intangible assets that were in existence from July 1, 1980, through June 30, 2009, and must be retroactively reported.
[9] Internally generated intangible assets and computer software commonly experience impairment with development stoppage, including, but not limited to, stoppage of development of computer software due to changes in the priorities of management.
[10] This includes computer software purchased prior to June 30, 2009, that is currently still in use.
[11] Reference Section III, Subsection C of this Policy for the accounting of outlays from internally generated computer software incurred in the application development stage after June 30, 2009.
The board supports economic development in Iowa, particularly in the school district community. As permitted by law, purchasing preference will be given to Iowa goods and services from locally owned businesses located within the school district or Iowa based companies if the cost and other considerations are relatively equal and meet the required specifications. However, when spending federal Child Nutrition Funds, geographical preference is allowed only for unprocessed agricultural food items as a part of response evaluation. Other statutory purchasing preferences will be applied as provided by law, including goals and reporting with regard to procurement from certified targeted small businesses, minority-owned businesses, and female-owned businesses.
Goods and Services
The board shall enter into goods and services contract(s) as the board deems to be in the best interest of the school district. It shall be the responsibility of the superintendent to approve purchases, except those requiring board approval as described below or as provided by in law. The superintendent may coordinate and combine purchases with other governmental bodies to take advantage of volume price breaks. Joint purchases with other political subdivisions will be considered in the purchase of equipment, accessories, or attachments with an estimated cost of $50,000 or more.
Purchases for goods and services shall conform to the following:
In the event that only one quotation or bid is submitted, the board may proceed if the quotation or bid meets the contract award specifications.
The contract award may be based on several cost considerations including, but not limited to the following:
The board may elect to exempt certain professional services contracts from the thresholds and procedures outlined above.
The thresholds and procedures related to purchases of goods and services do not apply to public improvement projects.
Public Improvements
The board shall enter into public improvement contract(s) as the board deems to be in the best interest of the school district. ‘Public improvement’ means “a building or construction work which is constructed under the control of a governmental entity and for which either of the following applies: (1) has been paid for in whole or in part with funds of the governmental entity; (2) a commitment has been made prior to construction by the governmental entity to pay for the building or construction work in whole or in part with funds of the governmental entity. This includes a building or improvement constructed or operated jointly with any public or private agency.”
The district shall follow all requirements, timelines, and processes detailed in Iowa law related to public improvement projects. The thresholds regarding when competitive bidding or competitive quotations is required will be followed. Competitive bidding is required for public improvement contracts exceeding the minimum threshold stated in law. Competitive quotations are required for public improvement projects that exceed the minimum threshold amount stated in law, but do not exceed the minimum set for competitive bidding. The board shall approve competitive bids and competitive quotes. If the total cost of the public improvement does not warrant either competitive bidding or competitive quotations, the district may nevertheless proceed with either of these processes, if it so chooses.
The award of all contracts for the public improvement shall be awarded to the lowest responsive, responsible bidder. In the event of an emergency requiring repairs to a school district facility that exceed bidding and quotation thresholds, please refer to policy 802.05 (IASB 802.03) – Emergency Repairs.
The district shall comply with all federal and state laws and regulations required for procurement, including the selection and evaluation of contractors. The superintendent or designee is responsible for developing an administrative process to implement this policy, including, but not limited to, procedures related to suspension and debarment for transactions subject to those requirements.
NOTE: While Iowa law dictates threshold amounts for quotes and bids for public improvement projects, there is no such requirement for goods and services. The district has discretion in this area to set the amounts required for the purchasing process.
NOTE: Districts should compare the discretionary purchasing limits in the section regarding goods and services with purchasing limits set in other policies (e.g., expenditures) to ensure consistency.
Approved: October 16, 2014
Reviewed: 08/26/2024
Revised: 08/26/2024
Legal Reference:
Iowa Code §§ 26; 28E; 72.3; 73; 73A; 285; 297; 301.
261 I.A.C. 54.
281 I.A.C. 43.25.
I.C. Iowa Code
Description
Iowa Code § 26
Iowa Code § 285
Iowa Code § 28E
Joint Exercise of Government Power
Iowa Code § 297
Iowa Code § 301
Iowa Code § 73A
Iowa Code § 73
Iowa Code §72.3
Divulging Contents of Sealed Bids
I.A.C. Iowa Administrative Code
Description
261 I.A.C. 54
Economical Development - Iowa TSB Program
281 I.A.C. 43.25
Cross References
Code
Description
705.04
Expenditures for a Public Purpose
705.04-R(1)
Expenditures for a Public Purpose - Use of Public Funds Regulation
801.04
802.03
803.01
Disposition of Obsolete Equipment
803.02
Lease, Sale or Disposal of School District Buildings & Sites
In connection with transactions subject to federal suspension and debarment requirements, the district is prohibited from entering into transactions with parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in federal assistance programs or activities.
When soliciting bids or otherwise preparing to enter into such a transaction, the superintendent or designee will use at least one of the following verification methods to ensure that any parties to the transaction are not suspended or debarred prior to committing to any sub-award, purchase, or contract:
2 CFR Part 200 Subpart B-General Provisions
200.113 Mandatory Disclosures
A non-Federal entity or applicant for a Federal award must disclose, in a timely manner, in writing to the Federal awarding agency or pass-through entity all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award. Non-Federal entities that have received a Federal award including the term and condition outlined in Appendix XII—Award Term and Condition for Recipient Integrity and Performance Matters are required to report certain civil, criminal, or administrative proceedings to SAM. Failure to make required disclosures can result in any of the remedies described in §200.338 Remedies for noncompliance, including suspension or debarment. (See also 2 CFR part 180, 31 U.S.C. 3321, and 41 U.S.C. 2313.) It is the responsibility of the Superintendent to timely report to the relevant federal or pass through agency any violations of federal criminal law involving fraud, bribery or gratuity potentially impacting a federal grant.
Approved: 08/26/2024
Reviewed: 08/26/2024
Revised: 08/26/2024
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I.C. Iowa Code |
Description |
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Iowa Code § 26 |
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Iowa Code § 285 |
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Iowa Code § 28E |
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Iowa Code § 297 |
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Iowa Code § 301 |
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Iowa Code § 73A |
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Iowa Code § 73 |
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Iowa Code §72.3 |
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I.A.C. Iowa Administrative Code |
Description |
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261 I.A.C. 54 |
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281 I.A.C. 43.25 |
Cross References
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Code |
Description |
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705.04 |
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705.04-R(1) |
Expenditures for a Public Purpose - Use of Public Funds Regulation |
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801.04 |
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802.03 |
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803.01 |
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803.02 |
Lease, Sale or Disposal of School District Buildings & Sites
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In addition to the District’s standard procurement and purchasing procedures, the following procedures for vendors/contractors paid with federal funds are required. When federal, state, and local requirements conflict, the most stringent requirement will be followed.
2 CFR Part 200, Subpart D Subsection §200.318 (c)(1)
No District employee, officer, or agent may participate in the selection, award and administration of contracts supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. District officers, employees, and agents may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, for situations where the financial interest is not substantial or the gift is an unsolicited item of nominal value, district employees must abide by all relevant board policies. Violation of this requirement may result in disciplinary action for the District employee, officer, or agent.
2 CFR Part 200, Subpart D Subsection §200.320 (e)(1-4)
Procurement for contracts paid with federal funds may be conducted by noncompetitive (single source) proposals when one or more of the following circumstances apply: (1) the item is only available from a single source; (2) public exigency or emergency will not permit the delay resulting from competitive bids; (3) the Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the non-Federal entity; or (4) after solicitation of a number of sources, competition is inadequate.
2 CFR Part 200, Subpart D Subsection §200.321
The District will take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible. Affirmative steps must include: (1) placing such businesses on solicitation lists; (2) soliciting such businesses whenever they are potential sources; (3) when economically feasible, dividing contracts into smaller tasks or quantities to allow participation from such businesses; (4) establishing delivery schedules that encourage participation by such businesses; (5) when appropriate, utilizing the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and (6) requiring the primary contractor to follow steps (1) through (5) when subcontractors are used.
The district will include the following provisions in all procurement contracts or purchase orders include the following provisions when applicable:
2 CFR Part 200 Appendix II
(A) Contracts for more than the simplified acquisition threshold currently set at $150,000, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.
(B) All contracts in excess of $10,000 must address termination for cause and for convenience by the non-Federal entity including the manner by which it will be effected and the basis for settlement.
(C) Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal
Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”
(D) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency.
(E) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.
(F) Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of “funding agreement” under 37 CFR §401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.
(G) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended—Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
(H) Debarment and Suspension (Executive Orders 12549 and 12689)—A contract award (see 2 CFR 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.
(I) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)—Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.
(J) See §200.322 Procurement of recovered materials.
§200.216 Prohibition on certain telecommunications and video surveillance services or equipment
(a) The district is prohibited from obligating or expending loan or grant funds to:
i. For purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunication equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities).
ii. Telecommunications or video surveillance services provided by such entities or using such equipment.
iii. Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence of the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned by or controlled by, or otherwise connected to, the government of a foreign country.
(b) In implementing the prohibition under Public Law 115-232, section 889, subsection (f), paragraph (l), heads of executive agencies administering loan, grant, or subsidy programs shall prioritize available funding and technical support to assist affected businesses, institutions and organizations as is reasonably necessary for those affected entities to transition from covered communications equipment and services, to procure replacement equipment and services, and to ensure that communications service to users and customers is sustained.
(c) See Public Law 115-232, section 889 for additional information.
(d) See also §200.471.
Approved: 08/26/2024
Reviewed: 08/26/2024
Revised: 08/26/2024
I.C. Iowa Code
Description
Iowa Code § 26
Iowa Code § 285
Iowa Code § 28E
Joint Exercise of Government Power
Iowa Code § 297
Iowa Code § 301
Iowa Code § 73A
Iowa Code § 73
Iowa Code §72.3
Divulging Contents of Sealed Bids
I.A.C. Iowa Administrative Code
Description
261 I.A.C. 54
Economical Development - Iowa TSB Program
281 I.A.C. 43.25
Cross References
Code
Description
705.04
Expenditures for a Public Purpose
705.04-R(1)
Expenditures for a Public Purpose - Use of Public Funds Regulation
801.04
802.03
803.01
Disposition of Obsolete Equipment
803.02
Lease, Sale or Disposal of School District Buildings & Sites
Requisitions for equipment, supplies, and services shall be made on properly authorized forms signed or aproved by officially designated personnel before being processed.
The procurement of all supplies, equipment, and services shall be initiated by the issuance of an official purchase order signed by the Business Manager or other authorized staff member. Only supplies, equipment, and services procured by formal contract will be exempt.
Approved: October 16, 2014
Reviewed: FY 2016-2017 December 19, 2016
Revised: 02/24/17
The Board authorizes the issuance of warrants for payment of claims against the District for goods and services. The Board will allow the warrants after the goods and services have been received and accepted in compliance with Board Policy and the claims audited by the Board.
Claims for payment of freight, athletic officials, express, postage, printing, water, lights, telephone, rents, and payment of salaries pursuant to the terms of a written contract may be paid by the Board secretary prior to formal audit and approval by the Board. In addition, the secretary, upon approval of the Board president, may issue warrants for approved registrations, claims offering a discount for early payment, approved travel expenses, approved goods and services delivered C.O.D., and other verified bills filed with the secretary when the Board is not in session prior to payment of these claims and prior to audit and approval by the Board. The Board secretary shall examine the claims and verify bills.
The secretary shall determine to the secretary's satisfaction that the claims presented to the Board are in order and are legitimate expenses of the District. It shall be the responsibility of the secretary to bring claims to the Board for approval. Thereafter, paid claims shall be entered on record in the regular minutes of the secretary.
The Board shall only in the case of absolute necessity issue warrants for which there are no funds available for the payment of such warrants. If warrants are issued for which there are no funds available for payment, the Treasurer shall institute such procedures as stated in the Code of Iowa.
The Board president and Board secretary may sign warrants by use of a signature plate or rubber stamp. If the Board president is unavailable to personally sign warrants, the vice president may sign warrants on behalf of the president.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
The following is a list of examples organized by activity for what is allowable, or not allowable as a purchase/reimbursement using public funds. This regulation is intended as guidance and there may be situations that are not listed here. Any questions regarding the appropriateness of an expenditure should be submitted to administration prior to expending funds.
Reimbursements to an Individual
· Use of Credit/Procurement Card: All purchases through a district-owned credit or procurement card shall be pre-approved and comply with the district’s policy 405.3 – Credit and Procurement Cards.
· Mileage: Individuals who are required to travel (other than to and from work) as part of fulfilling their job duties to the district shall be reimbursed for mileage costs in accordance with the requirements stated in the district’s Employee Travel Compensation policy.
· Travel accommodations: Employees who are required to travel and stay overnight as part of fulfilling their job duties to the district shall be reimbursed for costs in accordance with the requirements stated in the district’s Employee Travel Compensation policy.
· Alcohol: Alcohol is a personal expense and is never allowable for purchase or reimbursement using public funds.
· Food/Refreshments: Food and refreshments are typically a personal expense. Meetings spanning meal times should be avoided when possible. When a district meeting is required to take place spanning a customary meal time, the superintendent or designee shall determine whether food and/or refreshment will be provided to employees whose presence is required during the meeting. The cost of food and refreshment for employees shall be reasonable, and when possible, a separate itemized receipt for each employee is required. If an itemized receipt is not available, approval is required by the school business official prior to reimbursement. In all cases, the names and number of employees shall be noted on the receipt.
· Apparel/Personal Items: Apparel and personal items including, but not limited to items such as t-shirts, hats, mugs, etc. provide personal benefit to individuals and are a personal expense. These items shall not be purchased or reimbursed with public funds.
· Gifts: Gift cards or gifts given to individuals are personal expenses and public funds should not be used (except for recognition/staff retirement, listed below) for these purposes. Voluntary collections from staff would be an acceptable way of purchasing gifts.
· Retirement and Recognition Gifts: Recognizing an employee or volunteer’s years of dedication to educating the community and commitment to the district serves a public purpose by honoring individuals with a token gift, or honorarium, in recognition of their service. The same is true for individual awards, mementos, or items purchased in recognition of employee service to the district. These purchases may use public funds, provided the expenditures are modest and approved by the superintendent.
· Honoraria: District employees may at times receive an honorarium from an outside source as compensation for the employee’s time devoted to preparing and delivering a presentation within the scope of their professional field. Honorariums may only be accepted by employees when the employee has used their personal time outside of their work for the district to prepare and deliver the presentation. If the employee uses district time or resources to prepare or deliver a presentation, any honorarium shall be given to the district.
· Break Room Supplies: The purchase of perishable or disposable supplies for employee break rooms is primarily designed for individual consumption and is a personal expense. This includes items such as coffee, coffee filters, plates, cups, spoons, napkins, etc.
Supplies for Public Areas
· Limited refreshments such as water and coffee may be available in public reception areas of the district including, but not limited to the central office, the building administrator’s office, etc. These refreshments may be purchased with the use of public funds, as they provide light refreshment to members of the community.
Staff Parties/Receptions
· Parties and receptions to benefit individual staff members are considered a personal expense and should not be purchased or reimbursed with public funds. This includes but is not limited to holiday parties.
· Hosting a group reception to honor all employees retiring from the district in a given school year is allowable as a public expense. Hosting a retirement reception provides a direct benefit to the community as an opportunity for the community to attend and honor the retiring employees’ years of dedication and service to the district.
School/ Student Activity Banquets
· School/student activity banquets are typically a personal expense and will not be purchased or reimbursed with public funds unless the public purpose is submitted for review and pre-approved by the superintendent.
Memorial Gifts
· Memorial flowers to convey sympathy or congratulations are allowable as a public expense if they have been approved by the superintendent. Memorial cards are always appropriate.
· Memorial gifts of any sort other than flowers and a card are a personal expense.
Student Incentives
· It is within the discretion of the building principal to authorize the purchase of awards holding a nominal value to commemorate the achievements of a student or group of students. These awards should be designed to reward behavior and values that exemplify the educational and community mission of the district. Awards should not be gift cards or other monetary awards.
· Flowers and decorations for school dances held as part of the district’s student activity program are an allowable expense paid out of the student activity fund, provided the purchases are approved by the building principal.
Meetings
· To the extent possible, meetings which span normal meal times should be avoided.
· Meetings of the district’s board of directors and board committees are made up of individuals who volunteer a large amount of their personal time to serve the needs of the school community. These meetings are also scheduled at time most convenient for the public, and often span normal meal hours. Food and refreshment purchased for board members is an acceptable use of public funds. The service of these unpaid volunteers directly benefits the entire school community. The
superintendent has discretion to purchase/reimburse reasonable expenses for providing food and refreshment to these unpaid volunteers during these meetings.
Some expenditures will be considered personal expenses regardless of the context. These include purchase or reimburrsement of alcohol, and personal items not included as retirement or memorial gifts listed above.
Approved:2020-2021
Renewed:2020-2021; November 23, 2020
Revised:December 7, 2020
The Board expects all board members, employees, volunteers, consultants, vendors, contractors, students and other parties maintaining any relationship with the school district to act with integrity, due diligence, and in accordance with all laws in their duties involving the school district’s resources. The board is entrusted with public dollars and no one connected with the school district should do anything to erode that trust.
Internal control is the responsibility of all employees of the school district. The superintendent, business manager and board secretary shall be responsible for developing internal controls designed to prevent and detect fraud, financial impropriety, or fiscal irregularities within the school district subject to review and approval by the board. Administrators shall be alert for any indication of fraud, financial impropriety, or irregularity within the administrator’s area of responsibility.
Any employee who suspects fraud, impropriety, or irregularity shall report their suspicions immediately to his/her immediate supervisor, or the superintendent. The superintendent shall have primary responsibility for any necessary investigations and shall coordinate investigative efforts with the board’s legal counsel, auditing firm, and other internal or external departments and agencies, including law enforcement officials, as the superintendent may deem appropriate.
Employees bringing forth a legitimate concern about a potential impropriety will not be retaliated against and those who do retaliate against such an employee will be subject to disciplinary action up to, and including, discharge.
In the event the concern or complaint involves the superintendent, the concern shall be brought to the attention of the board vice-president, who shall be empowered to contact the board’s legal counsel, insurance agent, auditing firm, and any other agency to investigate the concern or complaint.
Upon approval of the board, the superintendent, may contact the State Auditor or elect to employ the school district’s auditing firm or State Auditor to conduct a complete or partial forensic/internal control/SAS99 audit annually or otherwise as often as deemed necessary. The superintendent is authorized to order a complete forensic audit if, in the superintendent’s judgment, such an audit would be useful and beneficial to the school district.
The superintendent, shall ensure the State Auditor is notified of any suspected embezzlement or theft pursuant to Iowa law. In the event, there is an investigation, records will be maintained for use in the investigation. Individuals found to have altered or destroyed records will be subject to disciplinary action, up to, and including termination.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17
Fraud, financial improprieties, or irregularities include, but are not limited to:
• Forgery or unauthorized alteration of any document or account belonging to the district.
• Forgery or unauthorized alteration of a check, bank draft, or any other financial document.
• Misappropriation of funds, securities, supplies, or other assets.
• Impropriety in the handling of money or reporting of financial transactions.
• Profiteering because of “insider” information of district information or activities.
• Disclosing confidential and/or proprietary information to outside parties.
• Accepting or seeking anything of material value, other than items used in the normal course of advertising, from contractors, vendors, or persons providing services to the district.
• Destroying, removing, or inappropriately using district records, furniture, fixtures, or equipment.
• Failing to provide financial records to authorized state or local entities.
• Failure to cooperate fully with any financial auditors, investigators or law enforcement.
• Any other dishonest or fraudulent act involving district monies or resources.
The superintendent shall investigate reports of fraudulent activity in a manner that protects the confidentiality of the parties and the facts. All employees involved in the investigation shall be advised to keep information about the investigation confidential.
If an investigation substantiates the occurrence of a fraudulent activity, the superintendent or board vice-president if the investigation centers on the superintendent, shall issue a report to the board and appropriate personnel. The final disposition of the matter and any decision to file or not file a criminal complaint or to refer the matter to the appropriate law enforcement and/or regulatory agency for independent investigation shall be made in consultation with district legal counsel. The results of the investigation shall not be disclosed to or discussed with anyone other than those individuals with a legitimate right to know until the results are made public.
Approved: 1997-1998
Reviewed: FY 2016-2017, December 19, 2016
Revised: 02/24/17